The projects module tracks items handed out to people working away from your warehouse: contractors on a building site, technicians in service vehicles, staff at a remote location. At any moment you can see what left the warehouse, who has it, and which job it went to.

Common Use Cases
  • Construction sites: tools and materials assigned to a building project
  • Service vehicles: parts and equipment carried by each technician
  • Tool and equipment lending: items signed out to a worker and returned when the job ends
  • Remote locations: equipment deployed to a distant work site
How It Works

There are three layers, and it helps to picture them before you start:

Project → the job itself (name, contract number, finish date)
Contractor → the person doing the work (an employee or an external contractor)
Assignment → the products that person has for that project, with quantities and source warehouse

A contractor is created once and can then be assigned to any number of projects. Each assignment carries its own product list and its own status, so the same person can appear on several jobs at the same time without their items getting mixed up.

The same contractor can even be assigned twice to one project, for example one batch of items already returned and a second batch still out. Each assignment is tracked separately.

Getting Started
Step 1: Add your contractors
  1. Open Projects from the home screen
  2. Switch to the Contractors tab
  3. Tap the + button
  4. Enter the Contractor name
  5. Choose the Type: Employee for internal staff, Contractor for external workers or companies
  6. Tap Save Changes
Step 2: Create the project
  1. Switch back to the Projects tab
  2. Tap the + button
  3. Fill in:
    • Project name
    • Status (start with Not started or In progress)
    • Contract #, your own reference for billing or paperwork
    • Finish date, the target completion date
  4. Tap Save Changes
Step 3: Assign a contractor to the project
  1. Open the project from the list
  2. Tap the + button to add a contractor to this project
  3. Select the contractor and set the assignment Status
Step 4: Assign the products
  1. In the assignment, under Assigned products, tap + to add a line
  2. Choose the Product, either from the list or by tapping the barcode icon to scan it
  3. Enter the Quantity
  4. Choose the Warehouse the items come from
  5. Repeat for each item, then tap Save Changes

That's the whole setup. From here the project shows every contractor on the job, and each contractor shows everything they're holding.

The Projects Screen

The Projects screen has two tabs:

  • Projects: all your projects, each showing its status and finish date. The coloured bar across the top counts how many projects sit in each status, so you can see at a glance whether anything is stuck.
  • Contractors: everyone you've added, labelled Employee or Contractor.

Opening a project shows its status, contract number, and every contractor assigned to it, with a badge showing how many items each one currently holds. Tap a contractor to see or edit exactly which products they have.

To change the project's own details, tap the gear icon in the top right.

Statuses

Two separate statuses are tracked, which is worth understanding:

Project status
  • Not started: created, but work hasn't begun
  • In progress: active work
  • Completed: finished
  • Stuck: paused or blocked
Assignment status

Each contractor's assignment within a project carries its own status. This lets you mark one person's part as finished while the rest of the job continues, and it's what the coloured badges on the project screen reflect.

Checking What Someone Has

Open the Contractors tab and tap any name. Their profile lists Assigned products, everything currently assigned to them with quantities.

Example: A technician returns from a job. Open their profile, see the four items they were carrying, then open the relevant assignment and remove or reduce the lines for whatever came back. The remaining lines are what they still hold.

Project Reports

You can export a project report as PDF showing each project, its contractors, and the materials assigned with quantities and dates.

  1. Go to Reports
  2. Select the Projects report
  3. Apply any filters, then tap Show Report
  4. Use the PDF icon to export or share it

If you don't see Projects in the reports list, enable it first under Settings → Reports → Visible Reports, then save.

Using the API

Everything above can also be done programmatically. The API covers projects, contractors and assigned items, so you can create projects, assign people, and record item assignments from your own system.

Endpoint documentation: Projects API reference

Good to Know
  • Create your contractors before creating projects, so they're ready to select.
  • A contractor can be assigned to as many projects as you need, and a project can have as many contractors as you need.
  • Each assigned item records which warehouse it came from, so you keep a clear trail from the warehouse to the person.
  • You can scan a barcode instead of picking products from the list, which is much faster when assigning several items.
  • Completing a project doesn't delete anything. The record stays, so you can look back at what was assigned and to whom.